Downward Communication in Organizations
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Questions and Answers

What primarily characterizes downward communication in an organization?

  • It flows between employees at the same hierarchical level.
  • It is only concerned with informal conversations among staff.
  • It includes formal messages from higher management to lower levels. (correct)
  • It involves feedback going from subordinates to managers.

Which category does NOT fall under downward communication?

  • Feedback on employee performance appraisal
  • Job instructions related to specific tasks
  • Policy & Procedures
  • Employee complaints about managers (correct)

What is a significant issue that downward communication faces in large organizations?

  • It can be prone to considerable distortion. (correct)
  • It rarely provides clear job instructions.
  • It usually only consists of motivational appeals.
  • It always encourages employee engagement.

Which of the following is an example of job rationales in downward communication?

<p>“If panels are improperly sized, they will not fit and will be returned as scrap.” (D)</p> Signup and view all the answers

Which of these statements reflects a motivational appeal in downward communication?

<p>“If everyone contributes a little extra effort, we can be the number one producer of X components.” (B)</p> Signup and view all the answers

What is one potential advantage of informal messages over formal ones in an organization?

<p>They often bypass hierarchical structures. (D)</p> Signup and view all the answers

How can managers effectively use the grapevine communication?

<p>By evaluating employee reactions to ideas before formal proposals. (D)</p> Signup and view all the answers

What is the primary focus of Management by Walking Around (MBWA)?

<p>Encouraging spontaneous interactions between managers and employees. (D)</p> Signup and view all the answers

What is considered a drawback of managers engaging solely in Management by Walking Around?

<p>It can result in a lack of formal documentation. (D)</p> Signup and view all the answers

What characteristic of grapevine communication makes it particularly fast?

<p>It avoids the need for approval from upper management. (D)</p> Signup and view all the answers

In the context of grapevine communication, what type of content is often disseminated?

<p>Organizational history and collective experiences. (C)</p> Signup and view all the answers

What is a suggested guideline for effective Management by Walking Around?

<p>It should include all employees without exception. (C)</p> Signup and view all the answers

Which skill is essential for a public relations expert to effectively influence customers?

<p>Excellent Writing Skills (D)</p> Signup and view all the answers

What is the primary benefit of creativity in public relations?

<p>Promoting innovative ideas to engage the target audience (C)</p> Signup and view all the answers

What aspect of communication is emphasized for public relations experts?

<p>Effective spoken communication (C)</p> Signup and view all the answers

Why is attention to detail important in public relations?

<p>To avoid potential issues from overlooked details (C)</p> Signup and view all the answers

What is a crucial step for public relations experts before initiating activities?

<p>Extensive research and study (D)</p> Signup and view all the answers

In public relations, which type of feedback is important for the flow of information?

<p>Both positive and negative feedback (A)</p> Signup and view all the answers

Which of the following is NOT a key skill for public relations experts?

<p>Effective Time Management (A)</p> Signup and view all the answers

How should public relations experts ensure their communications are received effectively?

<p>By ensuring two-way communication (D)</p> Signup and view all the answers

What is the role of creativity in the competitive landscape of public relations?

<p>It fosters unique promotional ideas (D)</p> Signup and view all the answers

What is the primary purpose of 'MBWA' as indicated in the content?

<p>To ensure employees understand the organization's vision (A)</p> Signup and view all the answers

How should a leader react upon witnessing a performance issue according to the content?

<p>Correct the issue privately after discussing it with the supervisor (A)</p> Signup and view all the answers

What attitude should a leader maintain while engaging with employees?

<p>Optimism and a sense of fun (C)</p> Signup and view all the answers

Which of the following activities is recommended for leaders to connect with their teams?

<p>Participating in employees' work to understand their roles (B)</p> Signup and view all the answers

What should leaders aim to do when they observe employees performing well?

<p>Publicly applaud their successes (B)</p> Signup and view all the answers

When gathering employee input on their visions, what is the best approach for a leader?

<p>Facilitate an open and candid discussion (A)</p> Signup and view all the answers

According to the guidelines for MBWA, how should leaders prepare information to share with employees?

<p>Provide news about successes and positive initiatives (C)</p> Signup and view all the answers

In the context of MBWA, what should leaders avoid when communicating with team members?

<p>Displaying uncertainty about the organization (A)</p> Signup and view all the answers

What is a consequence of leaders only delivering negative news as mentioned in the content?

<p>It fosters an environment of fear and negativity (A)</p> Signup and view all the answers

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Flashcards

Downward Communication

Communication that flows from higher levels of management to lower levels within an organization.

Types of Downward Communication

Messages that focus on job instructions, explaining the purpose of a task, outlining policies, providing performance feedback, and motivating employees.

Job Rationales

Explaining the relationship between a task and other tasks within the organization, helping employees understand the bigger picture.

Performance Feedback

Providing feedback on an employee's performance, either positive or constructive, to help them improve.

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Distortion in Downward Communication

The message's meaning can be distorted as it passes through multiple layers of an organization. The further down the message travels, the more likely it is to be misinterpreted.

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Grapevine

Informal communication channels within an organization that spread information quickly and widely, often bypassing formal channels.

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Management by Wandering Around (MBWA)

A management style where managers regularly walk around the workplace, interacting with employees and observing operations.

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Informal Messages Accuracy

Informal messages can be more accurate than formal messages because they are less influenced by status and hierarchy.

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Testing Ideas on the Grapevine

Managers can use the grapevine to gauge employee reactions to new ideas or proposals.

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Grapevine and Organizational Culture

The grapevine can help preserve and transmit organizational culture and history.

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Benefits of MBWA

Managers can use MBWA to improve employee morale, sense of purpose, and productivity.

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MBWA Application

MBWA should be applied to all employees, not just direct reports.

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What is MBWA?

Management by walking around, a leadership strategy where managers proactively interact with employees at their workspaces.

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How to Communicate Vision with MBWA

Share the vision for the future of the organization and how the team's work contributes to it. Encourage open discussion and feedback from employees.

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How to Sample Work with MBWA

Experience the team's work firsthand by participating in tasks, using their tools, and understanding their challenges.

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How to Share Good News with MBWA

Recognize achievements and positive initiatives to build employee confidence and morale.

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How to Show Enthusiasm with MBWA

Have a positive and approachable attitude, demonstrating that you enjoy working with the team.

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How to Recognize Individual Achievements with MBWA

Acknowledge and celebrate employees' successes, highlighting their contributions to the team.

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How to Handle Errors with MBWA

When encountering errors, address them directly but avoid criticism. Focus on correcting the issue and discuss further steps with the supervisor.

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What is the goal of MBWA?

A leader's personal commitment to staying informed about team activities, recognizing employee efforts, and encouraging open communication.

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What are the benefits of MBWA?

A leadership strategy that promotes a deeper connection between managers and employees, resulting in improved communication, motivation, and team performance.

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Public Relations (PR)

The process of building and maintaining positive relationships between an organization and its various audiences, such as customers, employees, investors, and the public.

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Excellent Writing Skills in PR

Public Relations experts are skilled at writing clear, concise, and persuasive content that engages the target audience and promotes the organization's goals.

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Creativity in PR

A public relations expert should be able to think creatively and come up with innovative ideas to promote the organization effectively. This includes exploring fresh approaches and strategies to capture the attention of the target audience.

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Communication Skills in PR

Public Relations experts are skilled communicators who can effectively convey messages to a diverse audience. They understand the importance of clear, concise, and two-way communication to build strong relationships.

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Focus to Detail in PR

Public Relations experts must pay meticulous attention to detail, ensuring all information is accurate and consistent. This includes thoroughly researching and cross-checking facts before communicating them.

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Continuous Learning in PR

Public Relations experts are dedicated to staying up-to-date on industry trends, consumer behavior, and the latest strategies. They continuously learn and refine their knowledge to effectively manage public relations.

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Public Feedback

The flow of information from the public to the organization is generally in the form of reviews, feedback (positive/negative), and appreciation.

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Building Relationships

Public relations professionals strengthen the relationship between the organization and its target audience.

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Stakeholder Engagement

Public relations professionals aim to connect the organization with its stakeholders.

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Study Notes

Administrative & Business Communication (Mgmt 312)

  • Column A (Column B): This section likely lists communication concepts (Column A) and the corresponding terms (Column B) for a quiz or exam.
    • Example: "Give something extra, when desirable" corresponds to "Completeness"
  • Answers for Check your progress: This part provides answers to multiple-choice questions and matching questions.
    • Example: Question 1 answer is B; Question 2 answer is D.
  • Unit Four: Types of Communication in Organizations: This unit is about different types of communication within a company structure.
    • Objectives: The learning goals for the unit.
    • Introduction: An overview of internal and external communication, distinguishing between formal (official) and informal communication.
    • Internal vs. External Communication: Defining and differentiating between these two forms of communication within and outside an organization.
    • Internal Communication: Discussing different methods of internal communication like memos, reports, meetings, and videoconferencing.
    • External Communication: Discussing different methods of external communication like letters, press releases, etc.
    • Formal vs. Informal Communication: Examining the formal (official) channels (downward, upward, horizontal, diagonal communication) and the informal channels of communication (grapevine, MBWA - Management by Walking Around.)
      • Downward Communication: Information flow from higher to lower levels, including job instructions or policy explanations.
      • Upward Communication: Information flow from lower to higher levels, including employee feedback or problem reports.
      • Horizontal Communication: Exchange of information among people on the same organizational level.
      • Diagonal Communication: Information exchange between people on different organizational levels but in different departments.
      • Grapevine: An informal communication channel often used to spread rumors or information that may or may not be accurate.
      • MBWA (Management by Walking Around): A management style where managers directly communicate with employees, promoting more direct communication and fostering a culture of responsiveness to employees’ concerns.
  • Check your progress: Multiple-choice and true/false sections to assess student understanding of the unit content.

Public Relations (Unit Five)

  • Objectives: Learning goals for the unit.
  • Introduction: Public relations is the practice of protecting and enhancing an organization's reputation. It involves two-way communication.
  • Meaning of Public Relations: Describes the practice of maintaining a positive relationship between an organization and its public.
  • Public Relations Skills: Lists various important skills needed in public relations, including excellent writing skills, creativity, and good communication skills.
  • Models of Public Relations: Examines different models, including:
    • Press Agentry/Publicity: One-way communication to promote the organization.
    • Public Information: Emphasizing distributing information to the public.
    • Two-Way Asymmetrical: Two-way communication where the organization tries to manipulate the public's perception.
    • Two-Way Symmetrical: Two-way communication with the goal of mutual understanding.
  • Media Relations: Describes the process of working with media to promote an organization. Tools like press kits, audio releases, media tours, and newsletters.
  • Sum Up/Check Progress: Review sections; assesses knowledge of public relations concepts.

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Administrative & Business Communication (Mgmt 312) PDF

Description

Explore the key characteristics and challenges of downward communication in organizations through this quiz. Test your understanding of examples, motivational appeals, and common issues faced in large organizational settings.

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